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BusinessBasics Tutorial PDF
BusinessBasics Tutorial PDF
BusinessBasics Tutorial PDF
Welcome
Welcome! This tutorial will give you a quick introduction to page and the Home button to go to the beginning of the
MYOB BusinessBasics, and help you understand a few tutorial. You can also go directly to an exercise or topic by using
accounting concepts along the way. the contents panel in Acrobat Reader.
If the screenshots are not clear, try selecting 200% as the zoom in
Working through this tutorial We encourage you to set aside
the toolbar.
some time to complete this tutorial. You don’t need to complete
all the exercises in one go. However, keep in mind that most Your monitor’s screen resolution and colour settings determine
exercises in this tutorial build on the ones before them, and how the screenshots will appear.
therefore must be completed sequentially. For example, you
need to complete Exercise 1 (Receive Money) before completing Printing this tutorial While this tutorial has been designed to
Exercise 3 (Reconcile your bank account). You can stop the be viewed on screen, you can also print it. You should be able to
tutorial at any time and return to it later. The changes you make fit two tutorial pages on an A4 page (portrait orientation) if your
to the company file will be saved automatically. printer has this feature.
The Lists menu As you set up MYOB BusinessBasics, you will A white zoom arrow indicates that you can make changes to the
be entering details in many lists, for example, the Cards List, the detail of the transaction or record.
Accounts List and the Jobs List. A grey zoom arrow indicates that either it is not possible to edit
These lists are all located in the Lists menu, accessible from the the details, or you do not allow editing of transactions once
main menu bar at the top of the MYOB BusinessBasics window. recorded. (You can change this preference in the Security view of
the Preferences window.)
zoom arrow
search icon
Calendar Selecting the dates to enter in the Date fields is easy Shortcut keys There are shortcut keys for most windows in
with the MYOB BusinessBasics calendar. Press SPACE, + or - in any MYOB BusinessBasics. For example, to access the Cards List,
Date field and a calendar will appear from which you can select press CTRL+F on your keyboard. To view the available shortcut
the date to use. You can use the + and - keys on your keyboard’s keys, have a look through the menus in the main menu bar and
number pad to scroll through the days and then press ENTER to each window or function that has a shortcut key will display the
select the date. keys to press.
Enter key You can customise the way you use the ENTER key in
MYOB BusinessBasics in the Preferences window (go to the
Setup menu, choose Preferences and then click the Windows
tab).
Tab keys Pressing the TAB key will move you from one field to
the next in a window. Pressing SHIFT+TAB will move you back a
field.
Setting up Accounts — 7
Setting up Accounts
The Accounts List Your company file contains the Accounts To access the Accounts List of your tutorial company file,
List, which is a group of categories used for organising the 1 Go to the Accounts command centre.
accounting entries of your business.
2 Click Accounts List. The Accounts List window appears.
When you create the company file, you have the option of
importing an accounts list from your accountant, building one
from scratch or starting off with one of the many preset accounts
lists provided. You can then customise it to suit your business,
adding the accounts you need and deleting the ones you are not
likely to use.
8
Account types Your Accounts List contains six types of Click the zoom arrow next to the Cheque Account. A window
accounts: similar to the one shown below appears.
• Assets (1-)
• Liabilities (2-)
• Equity (3-)
• Income (4-)
• Cost of Sales (5-)
• Expenses (6-)
The Cheque Account is an example of an asset account. The
Cheque Account is where your business keeps its operating
money. This money is owned by the business and, in accounting
terms, this type of account is classified as an asset.
While you can choose to search for and select accounts based on
their account name, when setting up accounts, you also need to
provide an account number. In the tutorial company file, the
Cheque Account has an account number of 1-1110. The prefix 1-
indicates it is an asset, and 1110 determines the position of this
account in your Accounts List.
Setting up Accounts — 9
3 Select Receive Money from the Type drop-down list. 6 Tab to the Account field. Here you specify an account to
reflect the increase in the cheque account selected at the top
of the window.
In accounting terms, you are increasing the equity or your
4 Enter 7/12/02 in the Date field and press TAB. You could also share of the business; therefore, an appropriate account to
use the calendar to select this date by pressing the SPACE bar use would be the Partner A Capital account (an equity
on your keyboard when the mouse cursor is in the Date field. account).
Spending and Receiving Money — 13
If you can’t recall the account name you need to enter in the When using BASlink, accessible from the Accounts command
Account field, press TAB to display the Select from List centre, link the tax codes to the appropriate fields on the activity
window. Double-click the equity account named Partner A statements. BASlink will then complete the fields by processing
Capital (note that the list is sorted by account type, and then the transactions that have been allocated to the tax codes.
by account name). The Bank Register window is updated.
7 Tab to the Memo field and type Initial funding of the
business.
The statement covers the period from 1/12/2002 to 31/12/2002, 4 Tab to the Bank Statement Date field and enter 31/12/02.
the closing balance is $24,495, and the statement includes the Press TAB.
following three transactions:
• A deposit of $30,000
• A cheque for $5,500 Notice that the out of balance amount is –$24,495, and that
• A bank charge of $5 the two transactions you have entered appear in the scrolling
list. (Only transactions dated on or before the Bank
To reconcile your cheque account:
Statement Date will appear.)
1 Display the Reconcile Accounts window. To do this, go to
the Banking command centre and click Reconcile 5 Click Get Statement. The Open window appears.
Accounts. Locate and open the anz.qif file that was provided with
this tutorial. The Unmatched Statement Transactions
2 Type Cheque Account in the Account field.
window appears.
8 Tab to the Amount column, and $5.00 appears 11 Click Reconcile to complete the reconciliation process for
automatically. this account. A dialog appears. You can print the
Reconciliation report for your records or just click Reconcile
9 Tab to the Tax column and replace N-T with FRE (GST-free).
again to finish.
Bank Charges Note that bank charges that are charged by
the bank, such as account keeping fees are GST-free (use the FRE
code), while government charges, such as BAD, are not
reportable on the activity statements (use the N-T code).
You will now make a sale to Widget Eaters Limited for some
advertising work that has been completed this week. You will
also receive the payment for the sale, and handle an
overpayment.
Entering Sales and Payments — 22
Form ‘templates’ are saved on your hard drive in a folder called Exercise 7—Customise a form
Forms. This folder must always be located within the folder in
1 Click Print Invoices in the Sales command centre. Make the
which MYOB BusinessBasics has been installed. selections shown below in the Forms Selection window.
You can have a number of templates for each form type—for
example, you could have one invoice form template for quotes
and another for standard invoices.
You can access the templates from the Print functions in the
command centres. For example, to access your Invoice form
2 Click the Selected Form for Sale search icon. Select the Plain
templates, click Print Invoices in the Sales command centre and
Paper Invoice and click Use Form. This template has been
the Forms Selection window appears.
pre-customised to fit on plain A4 paper.
Let’s assume customer Widget Eaters Limited has requested an
invoice for their records showing that their previous sale has
been paid in full.
In the following exercises, you will be customising the invoice 3 Click Customise. The Customise Service Sales window
form and then printing a ‘closed’ invoice for Widget Eaters. appears.
Customising and Printing Forms — 29
field name. You can change the font, size and position of the
fields by double-clicking them.
Active and inactive fields—Active fields are printed on the
form; inactive fields are not printed and appear in dim text
in the Customise window. Data fields can be made active or
inactive. Text fields cannot be made inactive—they can only
be deleted.
Form size—You can change how many forms you want
printed per page and set the page size using the Forms Info
option in the Form menu that appears in the menu bar
during customisation.
You will customise the form by doing the following:
This window contains a number of field types that you need • Resize, move and format the Company Address field.
to be aware of before you begin customising the form: • Inactivate the Company Name field that currently
Text fields—These are fields that you can ‘create’ using the appears on the invoice.
Text tool in the Tool palette. To edit existing text fields, • Add the Aardvark logo.
double-click them.
Data fields—These are preset fields on the invoice that are
automatically filled when the invoice is printed. At the
customising stage, data fields appear with brackets and the
Customising and Printing Forms — 30
Tip Another, more precise way to change the size and location
of the field is to double-click it and change the coordinates in the
Field Information window.
Customising and Printing Forms — 31
Change the font and paragraph properties of the Company Address field and make the
Company Name field inactive.
You will be importing a graphic into the form. (An alternative 5 Click OK. The form should now appear as shown.
would be to copy the logo to the clipboard using a graphics
program and then paste it in your form by clicking Paste
Picture.)
3 Click Load Picture. Locate and select the aardvark.bmp file
that was provided with this tutorial and click Open.
When you return to the Field Information window, you will
see a preview of the image you are importing.
4 Change the Field Location to 0.45 cm from the top and 1.50
cm from the left (or 0.18 and 0.6 inches) and set the Field
Size (the graphic’s size) to approximately 2.15 cm high by
5.73 cm wide (or 0.86 and 2.29 inches).
Customising and Printing Forms — 33
Let’s print the service invoice you created earlier in the tutorial
using the form template you customised.
1 In the Forms Selection window, select Service from the
Form Layout drop-down list and select Closed from the Sale
Status drop-down list.
2 Make sure the Selected Form for Sale field shows the
template name you customised, which in your case is “Test”.
3 Click OK. The Review Sales Before Printing window
appears, with the Widget Eaters’ invoice listed. Notice that
you can select how many copies of the invoice you want to
print from this window.
9 Click and drag the Payee row up in the list to position it after
the ID# row.
Viewing, Printing and Sending Reports — 37
Click OK.
10 Click Display and the report will appear on screen. The
report should display all transactions that affected the
cheque account for the month of December. Notice that the
report name has the italic style, and the Payee column
appears after the ID column.
Tip You can view the original transactions behind the report
lines, by clicking on a transaction row. The original window for
the transaction appears.
Viewing, Printing and Sending Reports — 38
12 The E-mail window appears, into which you can enter your
accountant’s e-mail address, the subject and message.
When you click Send, the report will be saved as a PDF file
(viewable using Adobe Acrobat Reader), and is automatically 13 Click Close to return to the Index to Reports window, and
attached to an e-mail message. This message will appear in click Close again to return to the command centre.
the ‘Outbox’ folder of your e-mail software, ready to be sent
the next time you’re online. Tip To save any report customisation that you do, click Save As
For the purposes of this tutorial, press Cancel instead of in the Screen Report window. Give the customised report a new
Send. name and description. To re-use the customised report, access it
from the Custom view of the Index to Reports window.
39
Congratulations!
You have now completed this tutorial. By now you should be If you need further assistance, call MYOB’s expert Technical
able to find your way around the command centres and know Support team. See your Getting Started guide for more
where to enter your daily transactions. information on getting technical support.
Sometimes you may need assistance that cannot be reasonably
Where do you go from here? Well, start by having a look at
completed on the phone with a support representative.
your MYOB BusinessBasicsUser Guide, which contains the basic
Remember that you can contact an MYOB Certified Consultant
information you need to set up and run MYOB BusinessBasics on
to help you onsite. We have included a Certified Consultants
a day to day basis.
directory with your software—contact them and find out more
For detailed information about every task you can perform using about how they can help you Mind Your Own Business!
MYOB BusinessBasics, use MYOB Help, the comprehensive
online help system. You can access MYOB Help from the Help
menu.